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learning center  >  ACCOUNTING - VENDOR MEDIA IMPORTS  >  Vendor Media Import

Vendor Media Imports

Vendor Media Import

Vendor Media Import allows you to import call records and one-time equipment or service charges into the active call database.

A few things need to be created within your database before you consider importing any call records. First, you need to add your call pricing groups into System Admin > Call Record Setup > Call Pricing Group. These groups allow you to apply rates to particular call types that enter your database.

Second, you need to add your call types into System Admin > Call Record Setup > Call Types. These allow you to match the call types from your vendors to the appropriate calls types within your database.

Third, you need to create your vendors within Equipment & Services > Vendor. When creating a project you need to associate the project to a vendor.

When creating an import template, you create a useable template for several different types of media imports. Two basic file types can be imported, a comma delimited text file (produced only through Microsoft Excel) and a *.csv file.

It is a good idea to look at and compare the total number of calls in your active call database after your import is complete.

When you import one-time charges, those equipment or services apply directly to the related telephone number. Each imported one-time charge needs to be associated with an equipment item so before importing make sure the equipment items exists within the database. Once imported, you can find the charges by accessing the telephone number within Configured Items > Set Management

Enabling the VMI Menu

To ensure the Vendor Media Import menu option is available within the Navigation pane, do the following.

1.       Click the System Admin menu.

2.       In the Navigation pane, click the plus sign (+) next to System Settings to access the submenus

3.       Click Settings.

4.       The list of system settings displays. Within the list, double-click Use_Advanced_Media_Import.

5.       Click the Setting Value and type False.

6.       Log out of cairs.net then log back in.

7.       Click the Accounting menu.

8.       Within the Accounting pane, click Calls and Media Imports then> Vendor Media Import.

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Viewing the File Raw Data

To view all file imports by date, do the following:

1.       Click the Accounting menu.

2.       In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

3.       Within the Views pane, click the radio button next to All File Imports.

4.       Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the Vendor Media Template name or portion of the name then click the magnifying glass.

·         Click the Show All button.

5.   Within the Vendor Media Import pane, double-click the file to view.

6.   The File Raw Data window opens and displays the data within the File Raw Data pane. The following fields display:

·         Row Number*

·         Row Data

·         Import Processed

·         Failed Status

7.   Click Save and Close to close the window. 

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Completing a VMI

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

3.     Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the Vendor Media Template name or portion of the name then click the magnifying glass.

·         Click the Show All button.

4.   A list of Vendor Media Templates populates within the Vendor Media Template pane. Double-click the desired template.

5.   The General – Vendor Media Import window opens.

6.   Within the Project Action ribbon group, click Import Now.

7.   A pop-up opens, stating the information is Importing… and the Status column within the lower pane changes to Importing.

8.   Depending on the file size, this process may take a moment. When the process finishes, a message displays notifying you the File transfer is complete. Within the pop-up, click the OK button.

9.   Within the Actions ribbon group, click the Refresh button.

10. Within the Actions ribbon group, click the Save & Close button.

11. When CES runs again, it imports your file into the Active Call Database or into Equipment & Service for each telephone number. 

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Retrying a Failed Import

Retrying a Failed Import

To retry a failed import, do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

3.     Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the Vendor Media Template name or portion of the name then click the magnifying glass.

·         Click the Show All button.

4.   Within the Vendor Media Import pane, double-click the file to view. The General-Vendor Media Import window opens.

5.   In the lower pane is a list of files. Double-click the file to re-import.

6.   Within the File Action ribbon group, click the Retry Failed Import button.

7.   A pop-up opens displaying the following text, “All the rows failed during the last import will be reset to import again. Do you want to continue?”

8.   Click Yes to continue with the import or No to cancel and close the window.

Retrying a Failed Import for an Individual File(s)

To retry a failed import, do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

3.     Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the Vendor Media Template name or portion of the name then click the magnifying glass.

·         Click the Show All button.

4.   Within the Vendor Media Import pane, double-click the file to view. The General-Vendor Media Import window opens.

5.   In the lower pane is a list of files. Double-click the file to re-import.

6.   Within the File Action ribbon group, click the Retry Failed Import button.

7.   A pop-up opens displaying the following text, “All the rows failed during the last import will be reset to import again. Do you want to continue?”

8.   Click Yes to continue with the import or No to cancel and close the window. 

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Editing the Row Data Column

To edit the Row Data column, do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

3.     Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the Vendor Media Template name or portion of the name then click the magnifying glass.

·         Click the Show All button.

4.   Within the Vendor Media Import pane, double-click the template to view. The General-Vendor Media Import window opens.

5.   In the lower pane is a list of files. Double-click the file to view.

6.   The File Raw Data window opens. Click the Row Data column for the row you want to edit

7.   Edit the information within the field then click Save to save the changes and remain within the File Raw Data window or Save & Close to save the changes and close the window. 

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Rolling Back an Import

To roll back an import, do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

3.     Within the Views pane, click the All File Imports radio button.

4.     Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the import name or portion of the name then click the magnifying glass.

·         Click the Show All button.

5.   Within the Vendor Media Import pane, single click the import file to roll back.

6.   Within the Actions pane, click Roll Back.

7.   The list of imports will clear out within the Vendor Media Import pane. To populate the list either:

·         Within the search box, type the import name or portion of the name then click the magnifying glass.

·         Click the Show All button.

8.   The import status for the rolled back file, changes from Completed to Roll Back. 

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Viewing Imports

Import Views

To view the status of all imports including those in progress, completed, failed etc., do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

3.     Within the Views pane, are the following views

·         Simple List

·         All File Imports

4.   Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the Vendor Media Template name or portion of the name then click the magnifying glass.

·         Click the Show All button.

5.   A list of file imports populates within the Vendor Media Import pane. The Status column displays the file import status. The following statuses are possible.

Viewing Imported Active Calls

The Imported Active Calls button displays active calls for

To view imported active calls, do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the import name or portion of the name then click the magnifying glass.

·         Click the Show All button.

3.   Within the Vendor Media Import pane, double-click the import to view.

4.   The General-Vendor Media Import window opens. Within the Show ribbon group, click the Imported Active Calls button.

5.   A pop-up opens, asking “Do you want to see imported calls of the whole project (Y) or individual file (N)? Click Yes to see the imported calls for the entire project or No to be able to select individual files.

Viewing Imported Charges

To view imported charges, do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

3.     Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the import name or portion of the name then click the magnifying glass.

·         Click the Show All button.

4.   Within the Vendor Media Import pane, double-click the import to view.

5.   The General-Vendor Media Import window opens. Within the Show ribbon group, click the Imported Charges button.

6.   A pop-up opens, asking “Do you want to see imported calls of the whole project (Y) or individual file (N)? Click Yes to see the imported calls for the entire project or No to be able to select individual files. The imported charges display on screen

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